Assignment Question
As the event organizer it is important to understand different risks in planning and producing events. You cannot plan for all risks. Managing risks begins with your contract and continues with planning for risks based on “event type and location”. Using the MEET-GREEN Emergency Response Plan, you will create an Emergency Action/Response Plan based on Gala Dinner event. Information to include: Location: Brooklyn Navy Yard A. Terrorist/ Bomb threat: Train staff to recognize and respond to suspicious packages or behaviors. Establish a procedure for evacuating attendees in the event of a bomb threat. Cooperate with local law enforcement and bomb squads when necessary. B. MedicalEmergency:Havetrainedmedicalstaffon-siteornearbytoprovideimmediate assistance. Identify medical stations equipped with basic medical supplies. Arrange for ambulance services to be on standby. C. Fire:Whilenotrelatedtoafire,focusonotherfiresafetyconcernslikethemalfunction of fire suppression systems or overcrowding. D. Severe Weather: Monitor weather forecasts and alerts leading up to the event. Establish a communication system to receive real-time weather updates. E.Power Outages: Ensure you have backup power sources, like generators, and a plan for maintaining essential services if there’s an electrical outage. F.Protest/ Demonstration: Be prepared for potential protests or demonstrations that could occur in or around the event, and have procedures for addressing these situations peacefully. G. Transportation Issues: Plan for transportation disruptions that could affect attendees’ arrival and departure. H. Structural Failures: Regularly inspect the venue for structural integrity to prevent collapses or failures during the event. I. Crowd Control: Establish crowd management strategies to prevent overcrowding and ensure safe ingress and egress. To assist you, please refer to the following resources: Risk Management Plan, pages 26-27 of your textbook. MPI’s Safety & Security Best Practices Guide, Event Safety Alliance Reopening Guide and Six-Month Update Guide Organization of the final document – is the final document organized; does it have structure, page numbers, table of contents, etc.? What is the event? Where is the event? Need to include an overview of the event for the ‘reader’. Not in template, but REQUIRED**: 1. Local Police 2. Local Fire 3. Local Hospital/Medical Facility 4. Local Pharmacy 5. Local 24-Hour Pharmacy For each: Emergency Number, i.e., ‘911’ or appropriate number based on ‘location’. Direct dial telephone number for Police, Fire, Hospital/Medical Facility, Pharmacy/24-Hour Pharmacy Address, including cross streets, if applicable PRE-PLANNING PROTOCOLS 1. Select an Emergency Response Team Manager and team for each event, (A-F) Per the requirements, please enter the names and titles for each team member. For purposes of the assignment, you are welcome to use ‘fake’ names, John Smith, Sally Jones or use real names based on your team members. You may use fake email addresses and fake phone numbers or as an example: Tel: (212) xxx-xxxx. Conduct Site Inspection, (A-E) For (C), please visit the venue’s website to see if they have emergency response information listed on their website; if so, incorporate their response into your plan. You will need to align the information; the information cannot ‘conflict’. If not, provide information on what you would request from the venue ‘in case of an emergency’. What questions would you ask of the venue? In short, this is how you begin to align your plan with the venue’s plan. For example, what list questions you would ask of the venue/facility regarding risk management. You must identify and include the name of your Emergency Management Room. Prepare Legal Contract – Draft a “cancellation clause” and a “force majeure clause” that allows you to cancel with a condition like COVID-19. You must include two ‘separate clauses’ in your submitted Emergency Action Plan. Gather participant information during registration. (A-F) Simply list that you will gather the items detailed in (A-F) when collecting registration information. ON-SITE EMERGENCY RESPONSE PROCEDURES 1. General Emergency Call Procedures List all items, (A-H) in your emergency action plan just as they are stated on page-3. Possible Scenarios – The four possible scenarios in MEET GREEN include: a) Terrorist/bomb threat b) Medical Emergency c) Fire d) Severe Weather You need to develop a response to each of the above. What happens if you receive a call about a bomb threat; how will you respond to a medical emergency, etc. You also need to include the 4-conditions that you will mitigate/plan for identified in the “Outline” you provided for a total of 8-possible scenarios. Remember, what you plan for will be based on what you assess as the “what ifs” of your event. INSURANCE Insurance – Each student will include an insurance plan based on event type, location, audience. It is anticipated that each plan will be different. Students should conduct research to determine minimum insurance requirements based on your event. Music Licensing – Review the three music licensing organizations and decide which “type of music license” agreement your event requires and whether you will obtain a license from all three organizations or a license with one or two organizations. If you play music at your event, you need a license. COVID-19 Plan – Based on your event type, include a plan for COVID-19. “Will you require masks, hand sanitizing stations?” What else will you add to your plan? Documentation and Forms – Include a sample of Incident Report of this event
Assignment Answer
Introduction
The world of event planning is a dynamic and exciting one, filled with the promise of creating memorable experiences for attendees. However, it’s essential for event organizers to understand that the success of an event is closely tied to safety and the ability to manage unforeseen risks effectively. In this essay, we will delve into the creation of an Emergency Action/Response Plan for a Gala Dinner event to be held at the historic Brooklyn Navy Yard. This plan will address a wide range of potential risks, from terrorist threats to medical emergencies, fire safety concerns, and much more. By examining pre-planning protocols, on-site emergency response procedures, insurance requirements, music licensing, and the inclusion of a COVID-19 plan, we will explore how to ensure the safety and success of this event.
Event Overview
The Gala Dinner event is set to take place at the illustrious Brooklyn Navy Yard, a venue with a rich history and an iconic ambiance that promises to add a unique charm to the event. The dinner will feature exquisite cuisine, top-notch entertainment, and networking opportunities that are sure to leave attendees with lasting memories. Among the anticipated guests are VIPs, influential business leaders, and notable figures from various industries. While the event promises to be an unforgettable experience, ensuring its success requires prioritizing safety and having a well-structured Emergency Action/Response Plan in place.
Pre-Planning Protocols
Emergency Response Team: The first step in ensuring a safe event is to assemble an Emergency Response Team. This team will consist of key individuals responsible for handling various aspects of the emergency response plan. For the purpose of this assignment, fictional names like John Smith and Sally Jones will be used for team members. The team should encompass roles such as Event Manager, Medical Coordinator, Security Chief, and more.
Site Inspection: Conducting a thorough site inspection is paramount. This process helps identify potential risks and ensures that the emergency response plan aligns with the venue’s existing plan. In the case of the Brooklyn Navy Yard, the venue is expected to have its own emergency response plan. If available, our plan should harmonize with it. If the venue’s plan is not accessible, we will outline what information we would request from the venue in case of an emergency. This information request will serve as a bridge between our plan and the venue’s.
Emergency Management Room: A central command post, known as the Emergency Management Room, is crucial for coordinating responses during the event. This room should be equipped with essential communication tools and resources to ensure effective coordination of responses.
Legal Contract: In the uncertain landscape of event planning, it’s essential to include specific clauses in the event contract to address unexpected situations. This should include a cancellation clause that outlines the conditions under which the event can be canceled, such as unforeseen circumstances like COVID-19. Additionally, a force majeure clause should be included to provide protection in case the event cannot proceed due to uncontrollable events.
Gathering Participant Information: To respond effectively to emergencies, it’s imperative to gather essential participant information during registration. This includes details such as medical conditions, dietary preferences, and emergency contact information. This data becomes invaluable when managing medical emergencies or other critical situations.
On-Site Emergency Response Procedures
General Emergency Call Procedures: The emergency response plan must outline standard procedures for responding to various emergencies. This includes contacting the appropriate authorities and providing necessary information, such as the location and nature of the emergency.
Terrorist/Bomb Threat: In the event of a bomb threat, the staff must be trained to recognize and respond to suspicious packages or behaviors. Attendees should be evacuated following established procedures, and cooperation with local law enforcement and bomb squads should be ensured when necessary.
Medical Emergency: Trained medical staff should be readily available on-site or in close proximity to provide immediate assistance. Identifying medical stations equipped with basic supplies and having ambulance services on standby is crucial.
Fire: While the focus may not be on a literal fire, the plan should address fire safety concerns such as the malfunction of fire suppression systems or overcrowding, which can pose risks during events.
Severe Weather: Regular monitoring of weather forecasts and alerts leading up to the event is essential. Establishing a communication system for real-time weather updates is critical to ensure the safety of attendees.
Power Outages: Power outages are unpredictable events that can disrupt an event. Having backup power sources, such as generators, in place, and a plan for maintaining essential services during electrical outages is vital.
Protest/Demonstration: Provisions should be made for potential protests or demonstrations that could occur during or around the event. The plan should outline procedures for addressing these situations peacefully and ensuring the safety of all attendees.
Transportation Issues: Transportation disruptions can affect attendees’ arrival and departure. It’s essential to plan for such contingencies and have strategies in place to manage transportation-related issues.
Structural Failures: Regular inspections of the venue’s structural integrity should be carried out to prevent collapses or failures during the event. Ensuring the safety of the venue is a key component of risk management.
Crowd Control: Strategies for crowd management should be established to prevent overcrowding and ensure safe ingress and egress. Effective crowd control is crucial for the safety and comfort of attendees.
Insurance
Each event is unique, and its insurance requirements depend on factors such as the event type, location, and the nature of the audience. It’s essential to conduct thorough research to determine the minimum insurance requirements based on the event’s specifics. Insurance coverage should encompass liability, property damage, and cancellation coverage, among others.
Music Licensing
Music is an integral part of many events, adding to the ambiance and overall experience. However, playing music at an event requires proper licensing. There are three major music licensing organizations: ASCAP, BMI, and SESAC. To ensure compliance, event planners need to determine the type of music license agreement required for their event and decide whether licenses from one or more organizations are necessary, depending on the music that will be played.
COVID-19 Plan
In the wake of the COVID-19 pandemic, event safety takes on a new dimension. A well-thought-out COVID-19 plan should be integrated into the emergency response strategy. This plan should outline whether masks will be required, the availability of hand sanitizing stations, and other measures to ensure the safety of attendees. In a world where health and safety have become paramount, this plan should adhere to the latest guidelines and recommendations to protect both attendees and staff.
Documentation and Forms
Effective risk management involves documentation and reporting. Incident reporting is a critical component that should be included in the emergency response plan. An incident report form should be designed and made readily available during the event. This form serves as a tool for documenting any emergencies or incidents that occur, and it can be invaluable for assessing the effectiveness of the emergency response plan and making improvements for future events.
Conclusion
In conclusion, managing risks in event planning is an indispensable aspect of ensuring the success and safety of any gathering. The Emergency Action/Response Plan discussed in this essay provides a comprehensive strategy for managing various risks, from medical emergencies to severe weather and more. By meticulously following this plan, event organizers can uphold the safety and security of attendees while creating a memorable and enjoyable experience. Safety should always be the foremost priority in event planning, and a well-structured emergency response plan forms the foundation for achieving this goal.
Frequently Asked Questions
What is the purpose of having an Emergency Response Plan for an event like a Gala Dinner?
An Emergency Response Plan for a Gala Dinner event, or any event, is crucial to ensure the safety of attendees and the smooth execution of the event. It outlines how to handle various risks, from medical emergencies to weather-related issues, and provides a structured approach to manage unforeseen situations.
Why is it important to have a designated Emergency Response Team?
An Emergency Response Team consists of individuals with specific roles and responsibilities to address emergencies. Having such a team ensures a coordinated response and enhances the event’s safety and security.
How does the Emergency Response Plan address concerns like power outages and structural failures, which are not typical emergency situations?
The plan includes a comprehensive approach that considers all potential risks. Power outages and structural failures, while not common, can have a significant impact on an event. The plan outlines how to handle these situations, ensuring that attendees are safe and the event can continue if possible.
Why is it essential to gather participant information during registration?
Gathering participant information is vital as it provides event organizers with valuable data to address attendees’ specific needs, such as medical conditions or dietary preferences, during emergencies or throughout the event.
How does the COVID-19 plan fit into the Emergency Response Plan for the Gala Dinner?
The COVID-19 plan is a crucial part of the Emergency Response Plan in the current health climate. It outlines measures to ensure the safety of attendees and staff, including mask requirements and the availability of sanitizing stations, in line with the latest health guidelines.
